This article explains the full temp placement workflow for the ANZ region, including how to set up Job and Shift Templates, create and manage temp jobs, and work with TimeTemp and FastTrack360 integrations.
Before You Start
Before you set up Job Templates for temporary roles, make sure you have:
A Rate Card Template created.
An On-Cost Template created.
These templates standardise pay structures and help ensure compliance.
Job Templates
Job Templates are predefined configurations that streamline job setup for temporary placements. They ensure consistency across roles, clients, and pay settings.
Key Components of Job Templates
Job Templates are typically made up of:
Component | Description |
Rate Card | Defines pay and charge rates for different roles or levels. |
On-Costs | Covers employment-related expenses such as taxes, superannuation, benefits. |
PTO (Paid Time Off) | Defines rules and allowances for paid leave. |
Time Interpretation | Determines how timesheets are calculated. |
💡 Tip: You can make Job Templates mandatory for all temporary jobs and placements.
Create a Job Template
Click Settings, then Pay and Bill Settings.
Click Job Templates.
Click Create New Template.
Configure the details for:
Rate Card.
On-Costs.
PTO.
Time Interpretation.
Save the template when you are finished.
Rate Cards
A Rate Card defines pay, charge rates, and margins for placements.
What Rate Cards Do
Standardise pay and charge rates.
Automate profit margin calculations.
Apply role-specific or client-specific rates.
Sync automatically with Timesheets and Invoicing.
Time Management Types
Time Management Types control how time data is handled and synced:
TimeTemp – Vincere’s integrated timesheet system.
FastTrack360 – Third-party integration used for compliance and payroll.
On-Cost Templates
On-Cost Templates include employment-related costs such as:
Superannuation.
Workers’ compensation.
Payroll tax.
These ensure that total employment costs are calculated accurately for each placement.
Profit Calculator
The Profit Calculator combines:
Pay Rate.
On-Costs.
Charge Rate.
To display the real margin and profit per placement.
Shift Templates
Shift Templates define schedules and help automate timesheet population for recurring or patterned shifts.
Why Use Shift Templates?
Each client may have different shift names or overtime rules.
Templates maintain consistency and accuracy in timesheet management.
Create a Shift Template
Click Settings, then Pay and Bill Settings.
Click Edit Settings.
Scroll to the Shift Template section.
Click Create New Template.
Choose a Template Type:
One Day.
Weekly.
Annual.
Pattern (most common).
Configure the days, times, and pattern as required.
For example, create a seven-day on / seven days off pattern for recurring shifts.
Save the template.
💡 Tip: The Pattern template type is the most commonly used option.
Assigning Shift Names
In your Shift Template, select shift names from your Configuration Table, for example:
Monday–Wednesday–Friday.
Night Shift / Day Shift.
Custom recurring schedules.
Save your changes.
This ensures all pay rates, taxes, and rules are applied correctly per client.
Using Shift Templates in Jobs
When creating a Temporary or Contract job, you can apply a Shift Template to automatically populate the work schedule on the timesheet.
This is especially useful for recurring jobs such as:
Nursing shifts.
Teaching roles.
Manufacturing or warehouse work.
Adding a Temporary Job
Click Quick Add, then click Add Job.
Set the Job Type to Temporary.
When prompted, select a Default On-Cost (if applicable).
When prompted, Select and Add a Shift Template for the job.
Complete all required job details.
In the Pay and Bill section, select the correct Job Template for the job and company.
Save the job.
After the job is created, you are redirected to the Shift Scheduler, where the new job appears.
Auto-Booking for New Shifts
Auto-booking controls how candidates are automatically assigned to new shifts.
Enable Auto-Booking
Click Settings, then Shift Scheduler Settings.
Click Edit Candidate Booking Settings.
Set a Default Booking Mode for new shifts.
Click Save.
This gives admins greater control and consistency in the booking process.
Assigning a Worker to a Shift
In the Shift Scheduler table, select the required shift.
Click Edit Shift or Assign Worker.
When selecting a candidate:
Click Book Candidate to complete placement details directly in the scheduler.
Add Pay & Bill details if you are using Vincere Pay & Bill.
Once the candidate is booked, the Placement is automatically sent to TimeTemp.
Syncing Placements with TimeTemp
When a placement is made, TimeTemp automatically sends email invitations to three user types:
Recipient | Access Level |
Candidate (Employee) | Granted access as Employee. |
Manager (Approver) | Granted access as Manager. |
Recruiter/Consultant | Receives confirmation email. |
Each recipient can click the link in the email to activate their TimeTemp account.
Approvers in TimeTemp
When a placement is created, and an approver/contact is assigned:
The approver receives login credentials for TimeTemp.
After logging in, they see a dashboard showing:
Assigned candidates.
Shift details.
Related timesheets.
TimeTemp for Recruiter Admins
Recruiter Admins have read-only access to candidate timesheets, leave requests, jobs, and contracts.
Viewing Timesheets
📌 Note: Recruiter Admins cannot approve or reject timesheets.
From the TimeTemp homepage, click the Timesheets tab.
Use the list to view all candidate timesheets.
Check the Status of each timesheet:
Click an individual timesheet to open and view its details.
Status | Description |
Submitted | Awaiting manager approval. |
Unsubmitted | Overdue or pending submission. |
Approved | Submitted and approved. |
Rejected | Submitted and rejected by a manager. |
Viewing Leave Requests
Click the Leave Requests tab in the left-hand menu.
Review the reason for leave and approval status.
Click the arrow on the right-hand side of a request to expand and view details.
Viewing Jobs
Click the Jobs icon on the left-hand menu.
Browse the list of jobs.
Click a job to see full details.
Viewing Contracts
Click the Contracts icon on the left-hand menu.
Browse the list of contracts.
Click a contract to open its full details.
Viewing Companies
Click the Companies icon on the left-hand menu.
View company details and linked employees/timesheets.
Click a company name to see the list of placed candidates.
Tracking Projects
Recruiter Admins can create and monitor projects within Pay & Bill.
To create and track a project:
Click the Projects tab on the left-hand menu.
Click Add Project.
Enter the project details.
Instruct employees to submit timesheets linked to the project so you can:
Monitor hours worked.
Receive email reports.
Export data as PDF.
Viewing and Accessing Users
As a Recruiter Admin, you can access user profiles for candidates, managers, authorisers, and recruiters. This allows you to perform actions on their behalf (where agreed with your client).
Click the Management tab on the left-hand menu.
Click the Users tab.
In the dropdown, select Recruiters, Employees, Managers, or Authorisers.
Click View as User to access that account.
⚠️ Important: Only use View as User if this has been approved by your client.
Management Configuration and Settings (TimeTemp)
Recruiter Admins can configure agency-level TimeTemp settings.
Available Configuration Options
Feature | Description |
Custom Emails | Configure welcome and reminder emails. |
Naming Conventions | Customise labels for roles (recruiter/manager/employee). |
Email Log | View system emails that have been sent. |
Audit Log | Review user actions and activities. |
Widget | Manage the website widget linking to Pay & Bill. |
Doorclock | Manage timeclock devices. |
Data Import | Import external timesheet data. |
Access Configuration Tools
Log in to TimeTemp as a Recruiter Admin.
Click Management Settings on the left-hand menu.
📂 For more details, please refer to Timesheet for recruiter admin.
Company Admins
Company Admins are managers with extended access within Pay & Bill. They can view and access:
All employees.
Timesheets.
Jobs and contracts across their company.
Grant Company Admin Permission
In Vincere, open the Contact Profile.
Click the Clock icon next to the contact’s name.
Select Company Admin.
Recruiter Admin vs Recruiter
Role | Access Level |
Recruiter Admin | Can configure TimeTemp, import timesheets, and view all placements, jobs, and companies. |
Recruiter | Can view and manage only their own placements. |
Data Import (TimeTemp)
Recruiter Admins can import external timesheets into TimeTemp.
Import Timesheets
Log into TimeTemp as a Recruiter Admin.
Click Management Settings.
Select the Data Import tab.
📂 For more details, refer to Vincere Timetemp: Timesheet import.
Vincere + FastTrack360 Integration
The Vincere–FastTrack360 integration allows you to manage the full recruitment lifecycle from initial contact to onboarding, while synchronising data for compliance and payroll.
Once enabled, you can access both applications via a single entry point.
This section covers:
Enabling the integration.
Setup.
User types.
Default values.
Integration settings.
Enabling the Integration
⚠️ Important: You must be an Administrator in Vincere to enable this integration.
Steps to Enable FastTrack360 inside Vincere:
Log in to Vincere as a System Administrator.
Click Settings, then Marketplace to open the Vincere Marketplace.
Locate and click the FastTrack360 tile.
Review the integration details on the Information tab.
Click Contact to be redirected to the FastTrack360 website for setup assistance and credentials.
Once FastTrack360 provides your credentials, return to Vincere to complete setup.
Setup
After your credentials and setup information are provided:
In Vincere Marketplace, open the FastTrack360 integration.
Click the Setup tab.
Complete all required fields in the setup form.
Save the configuration.
Once the connection is successfully established, two additional tabs become available:
Default Values.
Settings.
💡 Tip: Use the Default Values and Settings tabs to manage integration behaviour and default record mappings.
User Types in the Integration
There are two user types supported in the Vincere ↔ FastTrack360 integration:
Agency User
Holds licences for both Vincere and FastTrack360.
Must be set up in both systems.
Requires a User ID mapping between Vincere and FastTrack360.
Connect User
Holds a Vincere licence only (no FastTrack360 licence).
Is created automatically in Vincere the first time they use the integration.
Does not require manual user mapping.
Setting Default Values
FastTrack360 needs certain default values configured during setup. These are applied to key record types in the integration.
Required Default Fields
Record Type | Description |
Candidate | Default values for creating candidates in FastTrack360. |
Company | Default FastTrack360 company configuration. |
Contact | Standard contact settings for synced records. |
Placement (Job Order) | Maps Vincere placements to FastTrack360 Job Orders. |
Additional Configuration Guidelines
Office Code must match the Office Code defined in your FastTrack360 setup.
Skill Group and Position are pulled directly from your FastTrack360 business configuration.
Candidate, Client, and Contact Status are recommended to be set to ACTIVE.
Job Order (Placement Record) is recommended to be set to FILLED.
You can customise these defaults per individual record later, but an initial base configuration is required for the integration to function correctly.
Integration Settings
Within the Settings tab, you control how data is transferred between Vincere and FastTrack360.
Key options:
Data Preview
When enabled, you see a summary of data being pushed from Vincere to FastTrack360 before it is submitted (single-record pushes).
Bulk Push Behaviour
When pushing multiple records at once, the preview is not displayed and data is sent directly.
💡 Tip: Turn on Data Preview when testing or when pushing single records to confirm that mappings work as expected.
Once the configuration is complete, you can sync candidate, client, contact, and placement data between Vincere and FastTrack360 to support accurate payroll, compliance, and onboarding.